Remote Human Resources Associate

Job Title: Remote Human Resources Associate (100% Work From Home) 

Location: Remote from Latin America

Position Type: Full-time

Salary: $3,000-4,000 USD/month, paid through bank transfer

Schedule: Monday to Friday, 9:00 AM - 5:00 PM EST

Job Overview: 

Responsibilities:

Human Resources Operations & Administration

• Develop, implement, and maintain company-wide HR policies, procedures, and practices aligned with organizational objectives and applicable federal, state, and local employment laws.

• Serve as the primary HR liaison with the company's PEO provider, coordinating payroll, benefits, employee support, and related administrative activities.

• Process semi-monthly payroll, including bonuses and severance payments, and prepare cost center reports for the Finance Department.

• Administer employee benefits, including health insurance, retirement plans, paid time off, sick leave, other leave entitlements, and workers' compensation.

• Coordinate benefits enrollment, qualifying life-event changes, and annual benefits package reviews with the PEO provider.

• Maintain company-specific sections of the employee handbook and ensure employees have access to relevant policies, PTO guidelines, and holiday schedules.

• Maintain accurate organizational charts, employee rosters, emergency contact lists, required employment notices, and workplace posters.

• Ensure personnel records are accurate, securely stored, appropriately retained, and accessible only to authorized individuals.

• Handle sensitive and confidential employee matters with discretion.

• Maintain an annual HR compliance calendar covering performance reviews, benefits renewals, required training, policy reviews, and recurring HR obligations.

Recruitment & Talent Management

• Lead recruitment activities by sourcing qualified candidates through existing recruiting agencies, conducting initial screenings and interviews, and coordinating subsequent interviews with hiring managers.

• Partner with hiring managers to develop and maintain job descriptions and establish position requirements.

• Prepare candidate offers, pre-employment documentation, and employment or consulting agreements.

• Conduct background checks for all supervised personnel joining the company.

• Analyze turnover and retention data, conduct exit interviews when appropriate, identify trends and underlying issues, and recommend improvements to employee retention.

• Support employee development and organizational effectiveness through effective HR processes and management practices.

Employee Relations & Performance Management

• Serve as a trusted HR business partner to senior leadership and managers on employee relations, organizational changes, performance concerns, disciplinary matters, terminations, and other personnel issues.

• Manage employee relations activities, including addressing grievances, counseling employees and supervisors, and helping managers navigate coaching and disciplinary situations.

• Coach managers on employee feedback, performance documentation, disciplinary actions, performance improvement plans, and employee development.

• Manage midyear and year-end performance review cycles, ensuring timely completion of review forms and one-on-one review meetings.

• Lead performance-ranking meetings with managers, collect signed and dated review forms, and ensure completed documentation is securely retained in personnel records.

• Coordinate employee recognition and occasional gestures of support for significant employee life events.

• Communicate HR announcements and notices during weekly team calls, maintaining current birthday and vacation schedule slides.

Onboarding & Offboarding

Employee onboarding

• Coordinate new-hire offers, pre-employment requirements, and employment agreements.

• Conduct new-hire orientation and manage onboarding checklists, including first-day access requirements and required policy acknowledgments.

• Set up employee profiles in ADP and coordinate I-9 completion and verification.

• Assign required non-discrimination and non-harassment training, initiate background checks, and ensure required compliance training is completed.

• Provide employees with access to the employee handbook, PTO policies, and company holiday schedules.

Consultant onboarding

• Create consultant profiles in BambooHR and coordinate required training.

• Collect W-9 forms from U.S. individual consultants and W-8BEN forms from foreign individual consultants, as applicable.

• Provide consultants with the company's invoice template.

Offboarding and separations

• Coordinate employee and consultant separations, including voluntary resignations and involuntary terminations.

• Prepare required separation documentation, including non-disparagement agreements and severance letters when applicable.

• Conduct exit interviews when appropriate.

• Coordinate the timely return of company property.

• Initiate IT offboarding requests, prepare offboarding checklists, and ensure system access is removed promptly.

• Update personnel records, organizational charts, and staff lists following departures.

Compliance & Training

• Coordinate updates to the Compliance Manual in partnership with the company's compliance advisor.

• Administer annual compliance training and ensure all supervised personnel complete required compliance questionnaires and training.

• Maintain records of training completion and related compliance documentation.

• Update compliance logs quarterly, including records related to political contributions, gifts, outside business activities, and social media posts.

• Administer required annual training, including non-discrimination and non-harassment training, and maintain completion records.

• Ensure HR and compliance processes are consistently followed across the supervised personnel population.

Office Administration

The following responsibilities support the company's New York City office and are secondary to the HR and compliance functions:

• Coordinate weekly office mail pickup, scanning, and forwarding to the appropriate recipients.

• Order office supplies and arrange delivery directly to the office.

• Assist with annual office lease renewal negotiations.

• Help prepare conference rooms for special meetings.

• Coordinate internet connectivity issues with the office reception team.

• Complete online portal requests for office keys and building access passes.

Qualifications, Skills and Key Competencies:  

• Bachelor's degree in Human Resources or a related field; alternatively, four years of equivalent HR experience may be considered.

• Strong understanding of federal, state, and local employment laws and HR compliance requirements.

• Experience with or familiarity with HR information systems, particularly ADP Workforce.

• Exceptional written and verbal communication skills, strong interpersonal abilities, and a high degree of professionalism and ethical judgment.

• Strong problem-solving, conflict-resolution, and employee relations skills.

• Ability to work independently, take ownership of HR responsibilities, prioritize competing demands, and meet deadlines with minimal supervision.

• Strong organizational skills and attention to detail, particularly when managing confidential records, payroll, benefits, and compliance documentation.

• Ability to work effectively with senior leadership, managers, employees, consultants, and external service providers.